Write a request letter - Communities and Schools Promoting Health

STUDENT TOOLS FOR WEBQUESTS
How to write a request letter
As the name implies, request letters are usually sent to ask someone for information, goods, or
services. Like all business letters, the request letter should include the following elements:
1. Date
2. Name and address of person you are writing to
3. Subject line (what is the purpose of your letter?)
4. Salutation (i.e. “Dear Mr. Smith:”)
5. Body of letter (your message)
6. Complimentary closing (i.e. “Thank you for considering my request.”)
7. Signature line (remember to sign your letter!)
8. Your name and contact information (not required if given in letterhead)
9. List of enclosures (if any)
(List adapted from http://www2.ucsc.edu/ombudsman/letter.htm)
Here is an example request letter:

In a request letter sent to a person or organization, you should try to state your request in the first
sentence. You should explain who you are and why you are writing to him/her/them in the first
place.
In the body of the letter you should:
• explain exactly what you are asking them to do
• include background information or web links for them to retrieve more information
• briefly describe the project you are working on
• give your school’s address and telephone number for future contact; do not use your
personal address or telephone number
• be sure to thank them for considering your request
When writing a request letter, you may also wish to consider the following tips
(http://www.writinghelp-central.com/):
• Keep the letter short and to the point. Letters should be concise, factual, and focused.
Try to never exceed one page or you will be in risk of losing your reader. A typical letter
page will hold 350 to 450 words.
• Focus on the recipient’s needs. While writing the letter, focus on the information
requirements of your audience, the intended addressee. Imagine the intended recipient
seated across a desk while you are explaining the subject of the letter. What essential
information does that person need to know through this communication?
• Summarize your request in the first or second sentence.
• Use simple and appropriate language. Your letter should use simple, straightforward
language for clarity and precision. Use short sentences and don’t let your paragraphs
exceed three or four sentences.
• Re-read and revise the letter. Do a first draft of the letter and then carefully review and
revise it. Put yourself in the place of the addressee. Imagine yourself receiving the letter.
How would you react to it? Would it answer all of your questions? Does it deal with all
of the key issues? Are the language and tone appropriate? Sometimes reading your letter
out loud can be helpful.
• Check spelling and grammar. A letter is a direct reflection of the person sending it, and
by extension, the organization that person works for. When the final content of the letter
is settled, make sure that you run it through a spelling and grammar checker. Sending a
letter with obvious spelling and grammar mistakes looks sloppy and unprofessional. You
may also want to ask a friend to proofread your letter.
Once you receive a response or fulfillment of your request, be sure to send a thank-you letter to
your contact person.
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